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Job Description

To ensure that the Shipping Documentation is satisfactorily prepared to ensure on time delivery of product to our global and intercompany customers; in line with statutory and regulatory requirements relating to the carriage of Dangerous/Hazardous Goods.

• Completion of all necessary documentation to enable the transportation of Aroma Chemicals by Air and Sea freight to worldwide destinations and Road transportation to European Customers.
• Understanding Incoterms and produce documentation in accordance of the terms and conditions of the customer orders, to include any requirements for Customs clearance procedures in the different countries.
• To be aware of the requirements and conditions concerning the transportation of Hazardous material Dangerous Goods Classes, UN numbers and Packing groups to comply with IATA, ADR, and IMDG regulations.
• To complete Dangerous Goods Notes for the transportation of goods by the different modes of transport to destinations worldwide using the Computerised Shipping system.
• Contact Freight Forwarders for freight bookings and collection arrangements for the despatch of goods by Air, Road and Sea.
• Liaise with the Packing/Despatch Department to provide them with the necessary paperwork and information required for the collection of goods from our site.
• Work closely with the Customer Service Team to arrange shipment of customers’ orders promptly and in accordance to their requirements; make them aware of any issues or problems which could affect the shipment so that our customers and Sales Managers are kept informed.
• Advise Flight details or vessel information and scan a set of completed documentation to the Customer Service Administrator so that the documents can be forwarded to our customer with relevant shipping information.
• Forward a complete set of shipping documentation to the customer or to their nominated bank by Courier Service; to facilitate Customs Clearance or payment purposes.
• To use courier websites (i.e. DHL/FedEx) to process information to produce Airwaybills and associate documents for the despatch packages containing small orders, Product Samples or Documents to UK or Worldwide destinations.
• To advise freight costs and provide quotations to Customer Services for shipment of goods by all modes of Transport Worldwide.
• Complete a shipment file showing the information of the shipment and enter the details of consignments on the shipping log; enter collection dates and the transportation costs on to the shipping log.
• File the signed collection notes and certificates of shipment to the relevant shipping files.
• Provide effective cover to co-workers who are on holiday or on sickness leave.

Job Requirements

Specific skills or knowledge:

• Experience of working within Shipping/Logistics/Export in an administrative capacity
• Knowledge and understanding of the regulatory requirements relating to the carriage of Dangerous Goods & Hazardous Materials
• Understanding of the documentation requirements on an international level.
• Excellent attention to detail and accuracy
• Ability to work under pressure to meet tight deadlines/delivery timeframes
• Evidence of strong communication skills, including report writing
• Evidence of effective time management with regards to personal workload
• Evidence of ability to work in partnership with key personnel

Required Personal Attributes:

• Positive ‘can do’ attitude
• Good team player with a proactive attitude to problem solving and being able to work on own initiative.
• Maintaining and observing a high degree of professionalism, ensuring confidentiality at all times.
• Display prompt and effective organisation, planning and decision making.
• Focus on customer service ‘Best Practice’ at all times.
• Maximising your personal competency through Continuous Professional Development.